Event Planning Resources

Event Planning

We’ve worked with departments across campus to make one unified form to set up your event. This is in the effort to ensure that the event planning process goes as smoothly as possible. 

To best utilize the new form, please note the following best practices and policies:

 

The Process

• Currently you must request a room reservation through 25Live before filling out the Workflow. We are hoping to streamline this in the months to come.
  • Submitting a request for an available space does not necessarily mean that you will get that space - others may have also requested it. When Master Calendar confirms your event you will receive an e-mail containing your space assignments.
• Fill out the Workflow Event Form, referencing your 25Live booking confirmation code (please note that a booking confirmation code does not indicate that your room is reserved).
• The reviewal process will begin, with each subsequent step requiring approval from the previous. If there are any issues with your request, you will be notified via email and encouraged to reach out to the department contact listed below to resolve the issue before moving forward.

 

Information Will be Reviewed Accordingly —

1. If you are a student group, your request will be reviewed by SLICE to ensure adherence to the Student Organization Handbook (gsalazar@oxy.edu).
2. Your request will be reviewed by MasterCalendar (mastercalendar@oxy.edu).
3. Your request will be sent to the Support Teams for individual review dependent on the needs of your event as indicated on your submission. These reviews run simultaneously and independently of one another — however, you must obtain all necessary approvals before proceeding to final completion. 
   1. Facilities: workorder@oxy.edu
   2. Hospitality: catering@oxy.edu
   3. AV/IT: helpdesk@oxy.edu 
4. If your event is deemed CEAC-Worthy, your request will be sent to Risk Management, Campus Safety, and CEAC to be scheduled for discussion during the weekly meeting. You will receive CEAC approval from Ginny Salazar or Marcus Rodriguez, pending all ongoing issues are resolved. 
5. You will receive a final completion confirmation. 

 

Definitions, Policies & Links

• MasterCalendar
• Policy Directory
• Poster & Publicity Policy
• Right to Dissent & Demonstration Policy
• Risk Management Policies
• Student Organization Handbook
• Occidental College Space Management Policy
• Location-Specific Set-up Templates (Site Plans)
• Support Teams: Facilities (including Grounds, Plumbers, etc), Hospitality, AV/IT
• 25Live
• Food (from inside or outside Oxy) is not permitted in some locations
• Safe food handling practices must be followed
• Will you be serving alcohol? All alcohol service must be provided by Campus Dining
• Policy Governing Conduct with Minors
• Insurance Guidelines
• Temporary Art Installations
• Policy on Sponsored Summer Programs

 

Food and Catering

• Catering Policy
• Catering Menus
• Outside Catering Guidelines
• Alcohol Service & Pricing
• Cottage Food Operations (LA County Public Health Website)
• Food Safety Requirements
• Fundraising for Student Groups

Publicizing Your Event

• Event Flyer Templates
• Post Your Event on the Online College Calendar